Privacy Notice

Privacy Notice - Room to Grow Holistic

Owner: Sarah Taylor Address: 76 Exmouth Road, Bristol, BS4 1BB Email: hello@roomtogrowwithsarah.co.uk Phone: 07800872951

1. Introduction

Room to Grow Holistic is committed to protecting your privacy and handling your personal information with care. This Privacy Notice explains what information I collect, how I use it, how it is stored, and your rights under UK GDPR. It applies to all services I provide, including coaching and holistic massage.

2. The personal data I collect

I may collect and process the following information:

• Contact details: name, email address, phone number.

• Booking information: appointment dates, service type, payment details.

• Coaching information: reflections, goals, challenges, and minimal session notes.

• Massage/wellbeing information: relevant health details you voluntarily provide to ensure safe and appropriate treatment.

• Website data: IP address, browser type, cookie preferences, and basic analytics.

I only collect information that is necessary for delivering my services safely and professionally.

3. How I collect your information

I collect information:

• When you contact me, book a session, or complete a form.

• During coaching or massage sessions.

• Through my website when you browse or accept cookies.

• Through email, messaging, or social media if you enquire or request support.

4. Why I use your information (lawful bases)

I process your personal data for the following reasons:

• To provide coaching and massage services Lawful basis: Contract

• To manage bookings, communication, and payments Lawful basis: Legitimate interests

• To maintain financial and legal records Lawful basis: Legal obligation

• To send optional wellbeing updates or information Lawful basis: Consent (only if you opt in)

• For health-related information shared before massage or wellbeing sessions Lawful basis: Explicit consent (special category data)

I do not use your information for automated decision-making or profiling.

5. How your information is stored and protected

I take data security seriously and use appropriate measures to protect your information:

• Minimal notes: I keep only brief, essential notes for coaching and massage sessions.

• Physical security: All handwritten notes are stored in a locked box when not in use.

• Email security: All email accounts used for client communication are protected by two‑factor authentication.

• Digital security: Electronic records are stored securely and accessed only by me.

• GDPR compliance: All data is held, processed, and deleted in line with UK GDPR requirements.

6. Sharing your information

I only share your data with trusted third parties when necessary:

• Mettle, which securely processes all payments.

• FreeAgent, which receives transaction information from Mettle to maintain accurate accounting records.

• Email and booking platforms used to manage appointments and communication.

• Professional advisers such as my accountant.

• Technology providers who support my website and email systems.

All third parties process personal data in line with UK GDPR. I do not sell your data or share it for marketing purposes.

7. How long I keep your information

• Client records: up to 7 years (required for tax and legal compliance).

• Coaching and wellbeing notes: up to 3 years unless you request deletion sooner.

• Email enquiries: 12 months.

• Website analytics: typically 12–24 months depending on cookie settings.

When information is no longer needed, it is securely deleted.

8. Cookies

My website uses essential cookies to function and may use optional cookies to understand how visitors use the site. You can manage your cookie preferences at any time.

9. Your rights

You have the right to:

• Access the personal data I hold about you.

• Request corrections to inaccurate information.

• Request deletion of your data.

• Restrict or object to certain types of processing.

• Withdraw consent at any time (for consent‑based processing).

• Complain to the Information Commissioner’s Office (ICO).

10. How to contact me

If you have any questions or concerns about how your data is used, please contact:

Email: hello@roomtogrowwithsarah.co.uk Address: 76 Exmouth Road, Bristol, BS4 1BB

If you remain concerned, you can contact the ICO: www.ico.org.uk

11. Information Commissioner’s Office (ICO)

Room to Grow is registered with the Information Commissioner’s Office (ICO) and pays the annual data protection fee.